Receptionist - G3 - ZAH092 - UNOPS Contract- Zahle, Lebanon

ORGANIZATIONAL CONTEXT

Eight years into the Syria crisis, Lebanon remains the country hosting the largest number of refugees per capita, with nearly 950,000  Syrian refugees registered with UNHCR, about 20,000 refugees of other origins - mostly Iraqi - and Palestine refugees under UNRWA’s mandate.  There are no formal camps for Syrian refugees in Lebanon, and refugees are living in hundreds of communities and locations across the country. 

The refugee response is led by the Government and UNHCR and UNDP, supported by the international community. As the designated lead agency in the refugee response, UNHCR has established a sector-based structure in Beirut and in the field. The structure brings together over 150 UN agencies, national and international NGO partners [over 150 actors, including UN agencies, national and international NGOs and Ministries] in identifying and agreeing on the strategic priorities to address the needs of Syrian refugees and vulnerable Lebanese communities. The Lebanon Chapter of the Response Plan falls under the Regional Refugee and Resilience Plan (3RP), whereby UNHCR guides the refugee response and UNDP facilitates the resilience and stabilization component.

The UNHCR operational response in Lebanon is one of the largest for the organization. Media attention and the frequency of influential high-profile visitors is high. The Office has grown substantially in the past years and is currently operating with around 650 staff. Aside from the country office in the capital city of Beirut, UNHCR has field offices in Mount Lebanon, Qobayat, Tripoli, Tyre and Zahle.

The Receptionist will assist in organizing and coordinating the reception area of UNHCR Office. The incumbent has no supervisory role and will always function under the direct supervision of a (Senior) Associate or an Officer who is required to monitor the performance of the incumbent and provide regular guidance. 

The incumbent will have internal contacts within UNHCR with staff members and focal points from different units and with external parties for exchange of information and reception of visitors.

FUNCTIONAL STATEMENT

Responsibility (process and functions undertaken to achieve results) 

• Receive, screen and assist visitors/clients and escorts them to responsible officer concerned. Adopt tactful attitude to inform and convince interlocutors to accept unforeseen situations, such as waiting longer than expected, meet with a different officer than expected or accepting the cancellation of an appointment.
• Answer to incoming calls and transfer calls to concerned officer and/or take messages or provide general information, understanding the importance and the confidentiality of the issues treated.
• Receive and transmit verbal and written messages to appropriate officer/office/Unit/Department.
• Record the incoming and outgoing mail and manage internal courier distribution, as appropriate. Register/keep records of visitors/clients, as requested.
• Utilize office equipment (telephone, fax, radio, computer…) when necessary.
• Perform any other clerical duty that may be required.

Authority (decisions made in executing responsibilities and to achieve results)

• Identify which individuals or groups to be prioritized at the reception based on vulnerability and other criteria specified by the supervisor.
• Decide on information contained in the weekly and daily reports submitted to the supervisor.

Accountability (key results that will be achieved)

• Visitors and persons of concern have a full and fair access to UNHCR staff and services while approaching the reception for different purposes and their privacy is respected.